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Procure to Pay (P2P) Amend a Government Purchase Card (GPC) Purchase Request

R12 Work Instruction

Amend a Government Purchase Card (GPC) Purchase Request

Defense Agencies Initiative

P2P_Work_Instruction_Amend a Government Purchase Card (GPC) Purchase Request ii

Document Control

Change Record2

Date Author Version Change Reference

03-Aug-2015 Jacki Warren 1.0 No previous document

Reviewers

Date Name Position

Distribution

Copy No. Name Location

1 Amend a GPC Purchase Request DEPS

Note To Holders:

If you receive an electronic copy of this document and print it

out, please write your name on the equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on

the front cover, for document control purposes.



P2P_Work_Instruction_Amend a Government Purchase Card (GPC) Purchase Request iii

TABLE OF CONTENTS DOCUMENT CONTROL ......................................................................................................................................................... II

Business Process Description .................................................................................................................................... 4 AMEND A GOVERNMENT PURCHASE CARD (GPC) PURCHASE REQUEST (PR) - INCREASE OR DECREASE ..................................... 5 AMEND A GOVERNMENT PURCHASE CARD (GPC) PURCHASE REQUEST (PR) - ADMIN......................................................... 10 VIEW AMENDMENT HISTORY..................................................................................................................................... 15



P2P_Work_Instruction_Amend a Government Purchase Card (GPC) Purchase Request

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Business Process Description

Use this procedure to amend a GPC purchase request. This document outlines how to complete the following amendment:

Increase or Decrease modification – perform this task when the quantity (dollar amount) on an

approved purchase request must be increased or decreased.

Administrative modification – perform this task when an approved purchase request requires

changes not related to the amount of the document. Trigger

Perform this procedure when you want to make changes to an approved purchase request prior to obligation.

Prerequisites

Valid GPC purchase request must exist in DAI. Responsibility

iProcurement Requisitions DoDEA Menu Path

Use the following menu path(s) to begin this task: iProcurement Requisitions DoDEA iProcurement Home Page GPC PR




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Amend a Government Purchase Card (GPC) Purchase Request (PR) – Increase or

Decrease

1. Start the task using the following Responsibility and menu path to open iProcurement: Responsibility: iProcurement Requisitions DoDEA Menu: iProcurement Requisitions DoDEA iProcurement Home Page

The Navigator screen may vary for each user; it is based on the responsibilities granted to the user.

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2. Click the Full List button. The Requisitions screen displays.

3. Click the Search icon button. The Requisitions Search screen displays.

Optionally, if the requisition you wish to amend is visible on the Requisitions screen, you may click the Select radio, select the Change option from the Action drop down list, click the Go

button to initiate the amendment, and proceed to step six.

4. Complete the following steps on the Requisitions Search screen:

a. Enter the appropriate value in the Requisition Number. b. Click the Go button to display the results of the search criteria.

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5. Complete the following steps to select the appropriate requisition:

a. Click the Select radio button of the appropriate Requisition. b. Select the Change option from the Requisition drop down list. c. Click the Go button to initiate the amendment.

6. Complete the following steps on the Requisition Amendment Shopping Cart screen:

a. Enter the total dollar amount of the items being purchased to include the shipping costs in the Quantity field. In this example, the value was increased from 50 to 75. The value can be increased or decreased depending on the purpose of the amendment.

b. Click Amendment Checkout button. The Requisition Amendment screen displays.

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7. Complete the following steps on the Requisition Amendment screen:

a. Enter an explanation for the amendment in the Reason for Amendment field. b. Click the Next button to proceed with the checkout process. The Checkout: Approvals and

Notes screen displays.

8. Approvals – The approver name is pre-populated based on the approval hierarchies. In this example,

there are no approvals required because it is set up as self-approval.

9. Add Attachments – Select this to attach any documentation that you obtained prior to creating this

requisition in DAI. Include documentation required for the approver to approve the requisition. If you have any questions regarding the type of documentation needed to attach in DAI, please contact your Budget Office.

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10. On the Add Attachment screen, you can add a Title, Description, and Category for the attachment file.

By selecting the “Attachment to Print” in the Category field, your uploaded attachments will be generated as part of your approved requisition document in the Attachments section.

11. You can upload a file by browsing for the document, enter a URL, or type additional notes in the Short or Long Text fields.

12. Once you have uploaded all necessary attachments, click the Apply button to attach the files and return to The Checkout: Approvals and Notes screen.

13. To continue with the checkout process, click the Next button. The Checkout: Review and Submit Requisition Amendment screen displays.

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14. Click the Submit button to forward the amendment to the approver for approval. Note the increase in

the funded amount. Action Buttons – The user has the ability to select one of the following action buttons to complete the

task: o Select the Save button to save the Requisition. o Select the Printable Page button to print a hard copy of the requisition. o Select the Back button to modify the requisition. o Select the Submit button to submit the requisition for approval.

15. The Confirmation screen displays indicating that the amendment has been submitted for approval.

Result

Congratulations! You have successfully completed the requisition amendment. You can now close the forms to return to the Navigator.

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Amend a Government Purchase Card (GPC) Purchase Request (PR) – Admin



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2. Click the Change icon. The Requisition Amendment Shopping Cart screen displays.

Optionally, if the requisition you wish to amend is not visible in the My Requisition section complete steps 2 through 5 in the “Amend a Government Purchase Card (GPC) Purchase Request (PR) – Increase or Decrease” section of this document.

3. Click the Amendment Checkout button. The Requisition Amendment screen displays.

4. Complete the following steps on the Requisition Amendment screen:

a. Enter an explanation for the amendment in the Reason for Amendment field. b. Click the Edit Lines button to proceed with the checkout process. The Edit Lines screen

displays.

5. Complete the following steps on the Edit Lines screen:

a. Click in the Select field of the Line you wish to update. b. Click the Update button. The Update Selected Line screen displays.

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6. Scroll down the Update Selected Line screen and make the appropriate administrative updates.

a. In this example, the Need-By Date was changed from 08-Aug-2015 to 15-Aug-2015. b. Click the Apply button to proceed with the checkout process. The Edit Lines screen displays.

Administrative amendments are performed on requisitions that are approved and obligated. Administrative amendments have no financial impact. For example, changing the PSC/FSC code on a purchase request is considered to be an administrative amendment and will not cause a revision in DAI.

7. Click the Apply button to return to the Requisition Amendment screen.

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8. Select the Next button to proceed with the checkout process. The Checkout: Approvals and Notes

screen displays.

9. Approvals – The approver name is pre-populated based on the approval hierarchies. In this example,

there are no approvals required because it is set up as self-approval.

10. Add Attachments – Select this to attach any documentation that you obtained prior to creating this

requisition in DAI. Include documentation required for the approver to approve the requisition. If you have any questions regarding the type of documentation needed to attach in DAI, please contact your Budget Office.

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11. On the Add Attachment screen, you can add a Title, Description, and Category for the attachment file.

By selecting the “Attachment to Print” in the Category field, your uploaded attachments will be generated as part of your approved requisition document in the Attachments section.

12. You can upload a file by browsing for the document, enter a URL, or type additional notes in the Short or Long Text fields.

13. Once you have uploaded all necessary attachments, click the Apply button to attach the files and return to The Checkout: Approvals and Notes screen.

14. To continue with the checkout process, click the Next button. The Checkout: Review and Submit Requisition Amendment screen displays.

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15. Click the Submit button to forward the amendment to the approver for approval. Note that there is no

change to the funded amount. Action Buttons – The user has the ability to select one of the following action buttons to complete the

task: o Select the Save button to save the Requisition. o Select the Printable Page button to print a hard copy of the requisition. o Select the Back button to modify the requisition. o Select the Submit button to submit the requisition for approval.

16. The Confirmation screen displays indicating that the amendment has been submitted for approval.

Result

Congratulations! You have successfully entered and submitted an administrative amendment. You can now close the forms to return to the Navigator.

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View Amendment History



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The iProcurement Home Page displays and defaults to the Shop tab.

2. Click the Requisitions tab or Full List button to display additional requisitions. The Requisitions screen

displays.

3. Click the Search icon button. The Requisition screen displays.

Optionally, if the requisition you wish to amend is visible on the Requisition screen, you may click the Requisition link to view the requisition details, and proceed to step six. The requisition’s

information displays.

4. Complete the following steps on the Requisition screen:

a. Click the Clear button to clear the default search value. b. Enter the Requisition Number in the field. c. Click the Go button to search for the requisition.

To view amendments, search for the original Requisition Number. The Requisition Number field will not recognize amendment numbers.

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5. The Requisition screen displays. Click the Requisition link to view the requisition details. The

requisition’s information displays.

6. Click the Yes link for the Amendment History. The Amendment History screen displays.

7. Click the Review Changes icon for Amendment 001 to view the increase in funding. The Amendment Comparison Result screen displays.

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8. Compare the Amendment 001 values in the Comparison From fields to the values in the Changed To

fields.

9. Optionally, click the Export button to export the data to Excel.

10. Click the Return link. The system returns to the Amendment History screen.

11. Click the Review Changes icon for Amendment 002 to view the administrative change. The Amendment Comparison Result screen displays.

12. Compare the Amendment 002 values in the Comparison From fields to the values in the Changed To

fields.

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13. Optionally, click the Export button to export the data to Excel.

14. Click the Return link. The system returns to the Amendment History screen.

15. Click the OK button. The system returns to the Requisitions screen.

16. Scoll down to the bottom of the screen.

17. Optionally, click the Attachments links to review the supporting material.

18. After reviewing the requisition Details, click the Return link.

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19. The system returns to the Requisitions Search screen.

Result

Congratulations! You have successfully viewed a requisition’s amendment history. You can now close the forms to return to the Navigator.

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